Sponsor & Exhibitor Portal

Minnesota Monthly’s 10th Annual GrillFest

Date: June 3 & 4, 2023

Event Hours: 1 pm – 5 pm

Location: CHS Field | 360 N. Broadway St., St. Paul, MN 55101

Sponsor & Exhibitor Portal

Welcome to the GrillFest Sponsor & Exhibitor Portal. Below you will find all the details needed to have a successful and enjoyable experience as a sponsor or exhibitor at the upcoming GrillFest event.

Please click on the tabs below to review the associated information.

Beverage Sponsors & Exhibitors

If you are serving a beverage at the event, you need to submit the below information by the associated deadline in order to maximize your marketing and event experience.

Please click the orange header on each section below to access the form or document.

ITEMS 1-3 ARE REQUIRED:

1. PROGRAM AND TASTING NOTES SUBMISSION

Please submit the list of products that you will be sampling at the event. These will be listed in the on-site tasting notes handed out to each guest at the event.

MNMO Program DUE: March 17, 2023

Onsite Tasting Notes DUE: May 23, 2023

2. CERTIFICATE OF INSURANCE

Please submit a copy of your businesses comprehensive insurance policy (COI). Required for all sponsors and exhibitors. Please email it to Rick Krueger at rkrueger@greenspring.com.

DUE: May 26. 2023

3. ALCOHOL SAMPLING AGREEMENT:

If you are going to be sampling an alcoholic beverage or will be adding alcohol to your non-alcoholic product, you must agree to the alcohol sampling agreement and the amount of product that can be poured per serving.

DUE: May 26. 2023

ADDITIONAL OPPORTUNITIES & DOCUMENTS THAT MAY APPLY TO YOU AS A BEVERAGE SPONSOR OR EXHIBITOR ARE LISTED BELOW:

SPECIAL EVENT FOOD PERMIT

If you plan to use ice or a garnish in your beverage samples, or make coffee or tea on-site, then you must fill out this form, and I will provide your information to the Minnesota Department of Health permitting office and they will contact you to secure the permit. We will pay for the application fee, so please focus only on getting the needed information to the state.

If you have a Seasonal Food Permit issued by the Minnesota Department of Health, please email it to Rick Krueger at rkrueger@greenspring.com.

The contact with the state that will be reaching out to you is: Greg Nelson | greg.nelson@state.mn.us | 651.201.4259

NOTE: When serving a beverage with ice, you must provide your own ice serving bucket and ice scoop or tongs to serve with. The ice bin provided by the event team is not intended for ice to be served from, but rather to cool cans and bottles of product. The event will supply ice to all beverage vendors.

Hand-Washing Stations: You are required to have hand washing supplies if you are sampling food. They are also available for rental (subject to availability) via the Show Service Order Form. You are responsible for complying with all Minnesota State Health Department regulations of food items.

Special Event Food Stand Requirements | Special Event Food Stand Checklist

MN REVENUE OPERATOR CERTIFICATE OF COMPLIANCE FORM (ST-19)

If you are going to sell any prepackaged non-alcoholic beverage, or sell your brand swag (t-shirts, stickers, etc.) at the event. You must submit an ST-19 form. Please email it to Rick Krueger at rkrueger@greenspring.com.

DUE: May 26, 2023

Food Sponsors & Exhibitors

If you are serving a food sample at the event, you need to submit the below information by the associated deadline in order to maximize your marketing and event experience.

Please click the orange header on each section below to access the form or document.

ITEMS 1-2 ARE REQUIRED:

1. SPECIAL EVENT FOOD PERMIT

In order to serve your food samples at the event, you must fill out this form, and I will provide your information to the Minnesota Department of Health permitting office and they will contact you to secure the permit. We will pay for the application fee, so please focus only on getting the needed information to the state.

If you have a Seasonal Food Permit issued by the Minnesota Department of Health, please email it to Rick Krueger at rkrueger@greenspring.com.

The contact with the state that will be reaching out to you is: Greg Nelson | greg.nelson@state.mn.us | 651.201.4259

Special Event Food Stand Requirements | Special Event Food Stand Checklist

2. CERTIFICATE OF INSURANCE

Please submit a copy of your businesses comprehensive insurance policy (COI). Required for all sponsors and exhibitors. Please email it to Rick Krueger at rkrueger@greenspring.com.

DUE: May 26. 2023

ADDITIONAL OPPORTUNITIES & DOCUMENTS THAT MAY APPLY TO YOU AS A FOOD SPONSOR OR EXHIBITOR ARE LISTED BELOW:

MN REVENUE OPERATOR CERTIFICATE OF COMPLIANCE FORM (ST-19)

If you are going to sell any prepackaged food, or sell your brand swag (t-shirts, stickers, etc.) at the event. You must submit an ST-19 form. Please email it to Rick Krueger at rkrueger@greenspring.com.

DUE: May 26, 2023

– – – – – – – – – –

Food Vendors Safety

Any food vendors providing food samples at the event must be located under the pavilion of CHS Field or use a tent. If you are a vendor who will be cooking onsite using a grill, see below.

Grill & Open Flame Requirements:

Vendors grilling onsite can not grill under the CHS Field pavilion section of the concourse and will be placed on the show floor accordingly.

Vendors grilling onsite must have floor/ground covering that covers their cooking area and extends 2′ beyond the footprint of tent/booth space on all sides. Minnesota Monthly will provide the material.

BOOTH TENT | All Exhibitors using a grill are required to have a tent. This can be self-secured or rented from Greenspring Media’s Show Service Order Form. Please lower your tent at night to prevent damage. We are not responsible for damaged booths due to weather. Rental cost: $275

Following are the St. Paul Fire Prevention regulations for food booths/vehicles where cooking is being conducted. Please meet these guidelines to prevent any issues with the Fire Marshall.

– Provide a fire extinguisher with at least a 2A-10BC rating for each booth/vehicle.

– If a deep fat fryer is being used, a fire extinguisher with at least a K rating must also be provided.

– All propane tank installations must be secured and provided with gas shut-offs. All connections between tank and cooking equipment must be by means of either a listed/labeled L.P. gas hose or flexible flared copper tubing.

– Flexible L.P. gas hose may be prohibited where a hazard is determined to exist by the Fire Inspector due to the location of the hose.

Retail / Services Sponsors & Exhibitors

If you are a retail or services sponsor or exhibitor at the event, you need to submit the below information by the associated deadline in order to maxamize your marketing and event experience.

Please click the orange header on each section below to access the form or document.

ITEMS 1 IS REQUIRED:

1. CERTIFICATE OF INSURANCE

Please submit a copy of your businesses comprehensive insurance policy (COI). Required for all sponsors and exhibitors. Please email it to Rick Krueger at rkrueger@greenspring.com.

DUE: May 26. 2023

ADDITIONAL OPPORTUNITIES & DOCUMENTS THAT MAY APPLY TO YOU AS A RETAIL / SERVICES SPONSOR OR EXHIBITOR ARE LISTED BELOW:

MN REVENUE OPERATOR CERTIFICATE OF COMPLIANCE FORM (ST-19)

DUE: May 26, 2023

Load-in and Load-Out

We highly encourage you to load-in and set-up your booth space on Friday. You should be ready to serve guests no later then 12 pm on Saturday and Sunday as we will likely start letting guests into the event at 12:30pm each day.

FRIDAY LOAD-IN 10 am – 6 pm | SATURDAY LOAD-IN 8 am – 11 am | SUNDAY LOAD-IN 8 am – 11 am

MAIN ENTRANCE

We suggest you use the main entrance on Broadway St. to move into the space. You will have 15 min to unload your vehicle, and deliver your product to your table. Please bring your own dolly and/or cart for moving your product. None are available for rent.

The Exhibitor Check-In table is located here, and is where you collect your badges and any other rented Show Service items.

VECTOR PATH

If you are an exhibitor with a large amount of supplies, a trailer or a freight truck, you can use the Vector Path for load-in/out.

We are scheduling these times to make the process smoother. We will have you sign up at this link: Vector Path Load-In

We will allow two vehicles up at a time. You will unload your materials at the top of the path, and then proceed to move your vehicle to your chosen parking lot. You will be given a max of 20 min to unload and move your vehicle, then return and set up your space.

Please be careful of shrubbery along this path, any damage may result in a fine.

PARKING

There are a number of surface lots available for you to park in, close to CHS Field. You can find these at this link: CHS Field Parking Map.

*Please note that these lots are pay lots, and there is no parking onsite at CHS Field. Vehicles that park in the CHS Lot or under the bridge behind the field, are subject to tow and removal as they can prevent emergency service vehicles from gaining access to the field.

SUNDAY LOAD-OUT 5 pm – 9 pm

Both the Main Entrance and Vector Path are available for Load-Out and will be manned by Greenspring Media Staff.

Vector Path will be on a first-come first-serve bases, with vehicle cueing being directed by Greenspring Media Staff at the base of the path.

All items must be removed from the venue on Sunday night.

Important Event Policies and Rules

Badge Policy

All exhibitor badges are claimed on site at the Exhibitor Check-In table by the main entrance on Friday, Saturday, and/or Sunday. If a staff member is splitting a shift with someone, it is their responsibility to make arrangements to transfer their badge to that person. Our staff can hold badges for you at the Exhibitor Check-In table.

Badges lost or stolen will not be replaced. Badges must always be displayed inside the venue and will be checked. Additional badges can be ordered in advance with our Show Service Order Form. or purchased on site at the Exhibitor Check-In table at the main entrance for $30 per day, per person.

Staffing

Exhibit areas must be staffed from 12 pm – 5 pm, and the areas must be completely set and staffed by 12:30 pm each day. Under no circumstance should your exhibit area be without a staff person. All employees on site Saturday and Sunday setting up and working during show hours must be 21+.

All persons (attendees, exhibitor staff, etc.) must be 21+ during show hours, including load-in and load-out hours. No exceptions.

Please have photo ID easily accessible.

Garbage & Excess Product Disposal

Please note that the wastebaskets for rental are small sized, please bring your own large sized wastebasket if you have a lot of waste. Both Saturday and Sunday, exhibitors should place garbage in front of their space to signal it as garbage. Items on top of tables, under tables, or behind tables will no be disposed of. If you have alcohol left over after the show, you MUST take it with you. Giving attendees excess alcoholic product is illegal.

Giveaways & Drawings

A second entry box/container and entry forms (in addition to what is placed in your space) must be placed on an alternate entry table located at the main attendee entrance prior to the start of the show. It is the exhibitor’s responsibility to remove the additional entry box upon close of the show.

Product Shipments

This venue is unable to accept advance shipments, and any early delivery will not be accepted with return fees the responsibility of the sender. The best method for delivering product to GrillFest is to bring everything with you during setup. If you have questions, please reach out to Rick Krueger | rkrueger@greenspring.com

Booth Space Amenities and Guidelines

Exhibit Space Amenities

Your exhibit fee includes a 6’ skirted table with a black plastic top. If you serve food, you will get an additional skinny 6’ skirted and plastic topped prep table that will be behind the main front table. There is no pipe/drape or carpeting. All areas of the event are outside; some sections of CHS Field are covered.

Ice, bus tubs, water pitchers and dump buckets will be provided to exhibitors sampling beverages.

Sampling supplies are NOT provided! Exhibitors are responsible for providing their own sampling cups, bottle openers, corkscrews, bar rags, product and personnel. Guests will be provided with a sampling glass at the entrance to the event.

We highly suggest that you bring your own branded table cloth to elevate your booth and branding opportunity at the event.

Electricity: If you need access to electricity, you must pay for it via the Show Service Order Form. The maximum power supply that is available at CHS Field is 120v/ 20amp.

Exhibitor Space Guidelines

– Exhibit Display Restrictions: Please be sensitive of your neighbors when setting up your display area. Show Management reserves the right to have your area adjusted should we find you are obstructing your neighbor.

– Tents: All tents must be secured by water ballasts or other weighted means. Absolutely no staking will be permitted.

– Signage / Decorations: All signage materials must be contained within the realm of your space/table. You are not permitted to hang signs outside of your space. Signage must look professionally made. Pressure-adhesive sticker/ decals, gum or similar promotional items cannot be distributed or sold at the event. Decorations must be of fireproof treated material.

– Literature and Noise Restrictions: Interviews, demonstrations, and distribution of literature must be done within the exhibitor’s space. You may not “work the aisles.” Amplified systems, loud music, or other noise which interferes with other exhibitors is prohibited.

Food Vendors:

Any food vendors providing food samples at the event must be located under the pavilion of CHS Field or use a tent. If you are a vendor who will be cooking onsite using a grill, see below.

Hand-Washing Stations: You are required to have hand washing supplies if you are sampling food. They are also available for rental (subject to availability). You are responsible for complying with all Minnesota State Health Department regulations of food items. This can be self-secured or rented from Greenspring Media’s Show Service Order Form.

Grill & Open Flame Requirements:

Vendors grilling onsite can not grill under the CHS Field pavilion section of the concourse and will be placed on the show floor accordingly.

Following are the St. Paul Fire Prevention regulations for food booths/vehicles where cooking is being conducted. Please meet these guidelines to prevent any issues with the Fire Marshall.

– Provide a fire extinguisher with at least a 2A-10BC rating for each booth/vehicle.

– If a deep fat fryer is being used, a fire extinguisher with at least a K rating must also be provided.

– Flexible L.P. gas hose may be prohibited where a hazard is determined to exist by the Fire Inspector due to the location of the hose.

Venue Security

Show Management has arranged for event security during show hours, and over night (Friday & Saturday). Regardless of this arrangement, exhibitors are asked to take precautions in guarding their exhibition items and personal belongings. Move-in and move-out hours are especially susceptible to theft occurrence. Plan your staff schedule so that your booth is not left unattended during these times and/or refrain from leaving these items unattended. Show Management is not responsible for any losses related to theft, damage, etc.